The Kootenai County Emergency Operations Center. The EOC Management. E-Learning Version 1.0

Transcription

1 The Kootenai County Emergency Operations Center The EOC Management E-Learning Version

2 Before we begin... You can proceed at your own speed through this course. The slides are numbered in the lower left hand corner so you can easily return to your stopping point. You were also provided a test. You may complete this test as you go or at the end of the course. Your test must be returned to the Office of Emergency Management to receive your certificate and credit for this course. More information on how to return the test is at the end of this course. To move on to the next slide, click the DOWN arrow. To return to a previous slide, click the UP arrow. 2

3 We thank you for your interest to learn about the EOC Management of the Kootenai County Emergency Operations Center (EOC). Hopefully you have already taken EOC 101, either in the classroom or by E-training, which gave you an overview of the EOC. Now, we will present more specific information on the EOC Management. This course will provide A brief review of the purpose and mission of the EOC A review of the Introduction of the EOC s Standard Operating Procedures (SOP) which includes general policies and procedures utilized by the EOC An in-depth discussion of each of the positions in the EOC Management 3

4 The information in this training comes from the Standard Operating Procedures (SOP) of the EOC. If you have a copy of the SOP, you are encouraged to follow along and read the SOP as we go. We will first go through the SOP s Introduction and then we will review the EOC Management, and the positions in that section. It is important that you understand all the positions in your section and their functions and responsibilities. Not everything in the SOP will be discussed in this training. We encourage you read the Introduction and your position description in its entirety. 4

5 The Kootenai County Emergency Operations Center s Standard Operating Procedures (SOP) The Purpose of the SOP is to provide all EOC staff Standardized guidelines for the operation of the EOC Procedures for accomplishing tasks Explicit duties for each position The Scope of the SOP applies to all paid staff, agency partners, and citizen volunteers working in or supporting the EOC efforts. 5

6 The PURPOSE of the Kootenai County EOC The purpose is to establish a central location to provide interagency coordination and organizational support to incident response during a major emergency or disaster including... Coordination Communication Resource allocation and tracking Information collection, analysis and dissemination Recovery 6

7 The EOC serves as a central point for the county emergency management operations, and serves as the central collection point to compile, analyze and prepare situational information for the Board of County Commissioners and other decision makers. The EOC will provide 24-hour support, as required, to field incident command operations be the primary means of interaction between the incident command(s) in the field and the Kootenai County Board of County Commissioners to ensure the protection of people, property and the environment from natural and manmade disasters Ensure rapid stability of the emergency or disaster 7

8 The MISSION of the Kootenai County EOC The mission is to provide interagency coordination and decision-making for managing disaster response and recovery. 8

9 During times when the EOC is activated, the EOC will coordinate with field incident command and other agencies and organizations to: 1. Acquire, allocate and track resources 2. Serve as a conduit to manage and disseminate information 3. Provide legal and financial support; and 4. Provide liaison with all incident commanders and other jurisdictions. 9

10 10 The Office of Emergency Management (OEM) uses an Activity Phase scale to communicate changes in emergency management activity in the EOC. These Activity Phases are intended to reflect the response activity phases as opposed to the ongoing recovery of an emergency or disaster. Any change in Activity Phases will be determined during the EOC operational period planning cycle. Regardless of the Activity Phase, upon closure of the incident period, there will be a transition of EOC activities to the OEM.

11 Activity Phases of the Office of Emergency Management and EOC On the following slides, we will review the different Activity Phases utilized by the Office of Emergency Management and how and when the EOC is activated. NORMAL ACTIVITY: All OEM staff are working on their day-to-day activities. There is no extraordinary activity countywide. The threat level is low with little or no commitment of county resources. The OEM staff is conducting business as usual. 11

12 Activity Phase 1 The EOC is activated Activity Phase 1 indicates An incident has taken place and the OEM Manager has activated the EOC in a limited capacity with limited staffing. Increased monitoring and communication between the state and local government(s) is occurring. The EOC planning process has been initiated, situation reports are generated and an operational period has been designated. A potential exists for a County disaster emergency declaration. 12

13 Activity Phase Two EOC Continues Operations within County Capability Activity Phase Two indicates An incident has occurred requiring extended operations, possible 24/7 staffing of the EOC (typically two, twelvehour shifts) and significant EOC activation of staff. A County disaster emergency declaration is imminent. 13

14 Activity Phase Three EOC Continues Operations beyond County Capability Activity Phase Three indicates An incident has occurred that has overwhelmed the County s ability to effectively respond without external assistance. The County is requesting assistance from the State government and other jurisdictions via mutual aid agreements. The County is preparing a Board of County Commissioners request for a Disaster or Emergency Declaration. Please take a moment and review the charts in the SOP for examples of indicators or triggers that result in activation at specific phases of the event along with the activities that the EOC may be conducting during each phase of activation. 14

15 The EOC can be activated at any Phase. If there is a major incident, the activation may immediately be a Phase Three activation without the need of proceeding through Phase One and Phase Two. Likewise, the EOC can increase or decrease dependent upon the incident. If the incident gets worse and more support is needed for the Incident Command in the field, more staffing can be added to the EOC. Or, if the incident is winding down, staffing and positions can be eliminated slowly to allow for transition back to the OEM. As you learned in EOC 101, the Incident Command System (ICS) provides for the organizational structure of the EOC which is modular in its design and is capable of increasing or decreasing based upon the incident. 15

16 The EOC Location and Layout The EOC is located in the basement of the Kootenai County Sheriff s Office. Upon activation, the OEM staff transforms this room from a general meeting room to an EOC with specific sections and seating positions for EOC staff. The following slides show the layout of the EOC and the position of your assigned seat. These charts are also in the SOP and you should be familiar with your assigned seating position and who the other EOC Management staff are who will be working with you. Some positions have assigned phones, thus another reason why you must sit in the position assigned. 16

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18 Service Branch Director Logistics Section Chief Planning Section Chief Food Unit Leader Courier Unit Leader Communication Leader Logistics Logistics Section Section Resource Branch Director Supply Unit Clerk Damage Assessment Branch Director Documentation Branch Director Planning Section Situation Branch Director Personnel Unit Leader Order Placement Clerk Demobilization Unit Clerk Resource Tracking Unit Clerk Cost Branch Director Procurement Unit Clerk EOC Coordinator EOC Safety Officer Operator Operator Time Unit Clerk Finance Section Legal Services Officer EOC Management & Command Assistant to Manager Media Relations Division Supervisor Public Information Section Operator Citizen Inquiry Operator Supervisor Finance Section Chief EOC Manager EOC Deputy Manager PIO Deputy PIO 18 Can you find your position at the EOC Management table?

19 EOC Personnel Qualifications and Basic Responsibilities 1. All EOC personnel will have a working knowledge of the SOP. All designatedsupervisory personnelmust have had prior supervisory experience. 2. All EOC personnel will be trained in and have a working knowledge of their functional area within one year of appointment to their EOC position. Specific training requirements for each EOC position are defined in the SOP as well as on the training chart in the Appendix of the SOP. 3. All EOC personnel will have completed all required procedures, including completing necessary forms and have been issued an official EOC Staff Badge, to be an active, recognized EOC staff person. 19

20 4. Staff should not self-report to the EOC or any other location. Staff will be officially called out and receive specific instructions for reporting. Currently, staff are notified of an activation through HipLink, the County s reverse system. The staff member then advises their availability through their personal sign-on to WebEOC. The EOC Coordinator or the EOC Personnel Unit will contact the staff member directly with specific instructions as to when and where to report. Do not report unless you receive a personal call with specific instructions. 5. Upon activation and call-out, all designated EOC personnel will normally report to the Kootenai County EOC located in the basement of the Kootenai County Sheriff s Office building. However, other locations, including a backup EOC location, may be advised at the time of call out. 6. Access to the primary EOC at the Sheriff s Office should be through the front (south) door of the Sheriff s Office, and down the interior steps to the EOC. 20

21 7. All staff should arrive with their official EOC Staff badge. 8. All staff reporting to support the EOC s activation must sign in and sign out; first at the Sheriff s Office reception desk and secondly in the EOC. 9. All EOC staff should receive a briefing from their supervisor; additionally, the current EOC Action Plan and latest Situation Report are located in the Section s Information Manual which is located on the Section s table or electronically on the EOC O drive and all staff should read and review these two documents. 10. All staff should read the SOP as it pertains to their position, reviewing the tasks necessary to complete their job function. 11. Unlawful harassment, including sexual harassment, will not be tolerated in the EOC and must be recognized and dealt with promptly. EOC personnel who believe that they have been unlawfully harassed in any manner should immediately report such incidents to their EOC supervisor without fear of reprisal. Confidentiality will be maintained to the greatest extent permitted by the circumstances. 21

22 EOC s Communication Discipline It is extremely important that all personnel observe strict radio/telephone policies, procedures and discipline in the use of all communication equipment. PERSONAL CELL PHONES: Because of the noise level within the EOC during an activation, if personal cell phone communication is necessary, EOC staff is instructed to step outside to the wheelchair accessible ramp or use the kitchen to utilize their cell phone. EOC RADIO COMMUNICATION CENTER: The Communication Center is located in the OEM office and it is important to maintain quiet in this area, and to avoid being in this area unless you need to communicate with the Amateur Radio Unit or Message Center Unit. 22

23 EOC s Communication Discipline (continued) EOC PHONES: a. When answering an EOC telephone, the EOC staff member shall answer with the EOC Section Name, followed by his/her name; for example: EOC Planning, this is Joe. b. When leaving a phone assigned to your position for any time period, place the phone on Do Not Disturb. c. Voice mail messages for any extension in the section can be retrieved by using the Chief s extension number only. Note: Instructions on how to retrieve voice mail messages are available in your Section Information Manual or on the EOC O Drive. 23

24 EOC is an acceptable means of communication with others in the EOC or those in the field or partner agencies assisting in the event. addresses are for the section, not individuals or specific positions, as follows: Command Finance Logistics Planning Public Information Documents Damage Assessment Amateur Radio All s are considered official documentation and must be appropriately saved. 24

25 Personal Computers and Thumb Drives Personal computers may be utilized in the EOC; however, no access is available to the Internet or the County networks. The EOC has sufficient computers for most EOC staff during an activation. If a personal computer is used, thumb drives are available for obtaining copies of EOC forms and also for transferring of work product during the activation to the EOC Documentation Unit. EOC thumb drives may not be taken out of the EOC. They are assigned through the Message Center Unit for use during single operational periods only. 25

26 EOC Substance Abuse and Smoking Policy Kootenai County s Drug Free Workplace policy prohibits the use, possession, manufacture, sale, purchase, transfer or being under the influence of alcoholic beverages, illegal drugs or other intoxicants at any time on County premises or while on County business, including the primary and secondary locations of the EOC or any other location assigned during activation of the EOC. All buildings on the Kootenai County Sheriff s Campus, including the Emergency Operations Center or any location that may be selected as an alternate location for an EOC, are non-smoking. Please utilize designated smoking areas. 26

27 Forms and Record Keeping Events managed under the EOC rely heavily on the use of specific forms to manage information and resources. A detailed list of EOC forms is in the Table of Contents of the SOP and samples of each form can be found in the Appendix of the SOP. Actual forms, most of which are pdf fillable and saveable, are located on the EOC s O drive and also on WebEOC. The EOC utilizes military time on all forms. Clocks showing military time are available in the EOC. All paper, including notes, s, and forms are part of the official documentation of the EOC and must be submitted to the EOC s Documentation Branch at the end of each operational period. 27

28 Coats and Personal Property in the EOC EOC Staff members are encouraged to limit personal property being brought into the EOC. The EOC is very crowded during a full activation with limited space for personal property. Coats and other outerwear not needed during an operational period may be hung in the respective gender s restroom during the operational period. Please do not leave any valuable property, including purses, in the restroom areas as these areas are not monitored. Kootenai County nor the OEM is responsible for any personal property stored in the restroom areas or EOC. 28

29 Meals during EOC Activation Meals and snacks are provided during operational periods for the EOC personnel. If you have specific food needs, please advise your supervisor immediately upon arrival. Additionally, a kitchen is located in the EOC with a stove, microwave and refrigerator if you wish to prepare your own meal. Also, vending machines for snacks and drinks are available. 29

30 Subject Matter Experts (SME) In addition to the many positions shown on the EOC organizational chart and defined in the EOC SOP, there are times when the EOC Manager or any Section Chief may request a SME to provide expertise and knowledge about the incident in order to manage and to fully comprehend the incident and the potential results of the incident. A SME may be requested through the Logistics Section/Resource Branch. Once the SME has been appointed and is working in the EOC, the SME will conform to the policies set forth for all staff of the EOC. 30

31 The Planning P Process for the EOC The Planning P was developed in order to provide a simple, but thorough process for planning that could be utilized for smaller, short-term incidents and events; as well as longer, more complex incidents being managed by the EOC. The planning process may begin with the scheduling of a planned event, the identification of a credible threat, or the initial response to an actual or impending incident. The Planning P provides for formalized steps and staffing required to operate the EOC and render an EOC Action Plan for each operational period. 31

32 The Planning P - continued The following chart provides a basic EOC Planning P for the initial EOC operational period detailing actions necessary during the Planning P process; and the continuing of the process into the Planning O and subsequent EOC operational periods as the event proceeds. The Planning Section is the most prominent in this process. The Planning Section Chief provides the direction and leadership at most of the meetings described in the Planning P process. Please take the time to review the section on the Planning P in the EOC s SOP, paying particular attention to the chart showing the breakdown of who is responsible for the meetings, who the participants are and the purpose and hopeful outcome of each meeting. 32

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34 The Planning P provides the operational guidelines and time frame of events during an EOC operational period. While the Planning P may be difficult to comprehend at first glance, it is important to understand the purpose of each of these meetings, the information needed to conduct the meeting, and the outcome of the meeting. A sample time line is included in the SOP for a twelve-hour operational period showing the tasks that need to be completed during that operational period in order to conclude with an EOC Action Plan for the next operational period. The Appendix to the SOP has suggested agendas for each of these meetings to assist the Planning Section Chief. 34

35 The EOC Organization The following EOC organizational chart gives you an overview of the entire EOC. A larger chart is available in the Appendix of the EOC s SOP. Please take a minute to examine either the following organizational chart or the chart in the SOP to understand the positions of the EOC Management with relation to the total EOC organization. 35

36 36 The EOC Organizational Chart

37 The EOC Management The EOC Manager and/or Deputy Manager(s), and aided by the Assistant to the Manager, make up the EOC Management team and are the focal point of the EOC. The EOC Manager and/or Deputy Manager(s) are responsible for the overall activities and operations of the EOC and report directly to the Board of County Commissioners to keep them totally apprised of the incident and are responsible to the policy group. 37

38 The Positions of the EOC Management Policy Group Assistant to Manager EOC MANAGER Deputy EOC Manager As we review each position, please return to this chart to review the position within the EOC Management.

39 The EOC Manager Responsible to the Policy Group Appointed by the Board of County Commissioners Member of EOC Command Staff Primary Responsibilities Obtains authorization to activate the EOC and obtain authorized daily spending limits Manages the EOC activities to ensure all functions are performed as planned Provides interagency coordination and decision making in support of Incident Command for managing disaster response 39

40 The EOC Manager Primary Responsibilities - continued Fully or partially activates the EOC as needed to support the incident s requirements Implements policies, priorities, coordination and support as directed by the Policy Group Advises the BOCC, when appropriate, on the need to declare a local emergency or disaster Maintains continuous communications with the Bureau of Homeland Security through the local Area Field Officer (AFO) Appoints a Deputy EOC Manager when called away from the EOC, or as needed for span of control Coordinates requests for state and/or federal assistance Maintains liaison with adjoining counties, as needed 40

41 The EOC Manager - Continued Basic Skills: Must have an in-depth knowledge of the EOC organization and the EOC SOP Ability to liaison with elected and appointed officials Knowledge of disaster laws and regulations Knowledge of state and federal response and recovery programs Disaster PIO experience Leadership skills Ability to prioritize critical tasks Briefing skills Effective communicator, both oral and written Ability to delegate Ability to work under stress Management experience 41

42 The EOC Manager - Continued How is the EOC Manager activated? The EOC Manager is appointed by the Board of County Commissioners and serves in the daily capacity of Manager of the Office of Emergency Management. The Manager of the Office of Emergency Management assumes the responsibility of EOC Manager when the EOC is activated by the Board of County Commissioners. Training Required FEMA IS-100, IS-200, IS-300, IS-400, IS-700, IS-701, IS-702, IS-703, IS-704, IS-775, G-191, IS-800, EOC 101, Position Specific Training, WebEOC, Fire Management Assistance Grant training 42

43 The EOC Manager - Continued General Tasks to be performed by the EOC Manager For first operational period: Obtains initial briefing(s) from Incident Command Requests activation of the EOC from the Board of County Commissioners Activates appropriate Command and General staff positions Ensures that all local, State and Federal agencies impacted by the incident have been notified of the EOC activation via notification or other means Determines status of disaster declaration and delegation of authority Establishes parameters for resource requests, including spending authority of Logistics Section 43

44 The EOC Manager - Continued General Tasks for first operational period Continued Coordinates with the PIO for the release of information Activates the EOC Management telephones General Tasks for all operational periods Completes the Staff Assignment List and Telephone Contact List as soon as possible and forwards to the Planning Section Ensures welfare and safety of EOC personnel Recognizes the potential need to institute a FMAG request Assists the Logistics Section By securing over limit authorizations when necessary When resources are not available by submitting a Request for Assistance to the State 44

45 The EOC Manager - Continued General Tasks for all operational periods - continued Ensures that Command and General Staff meetings are efficiently and properly conducted Approves and authorizes the implementation of the EOC Action Plan Maintains a Staff Log that chronologically describes your actions and major events during an operational period. Assesses need to perform damage assessment in effected area Utilizes the Assistant to Manager to Serve as a scribe at meetings and conferences Assist with completion of your Staff Log and other required documentation Monitor your voice mail and EOC 45

46 The EOC Manager - Continued Specific end of operational period tasks for the EOC Manager: Talk to your staff Garner information on concerns or ideas on how to improve section s operation Be sure and convey this information to incoming EOC Manager and/or Deputy Manager Have staff complete After Action Review Survey for each operational period The EOC Manager must also complete an After Action Review Survey Assist with preparing the EOC Management table for the next operational period 46

47 Deputy EOC Manager Responsible to the Policy Group or EOC Manager Appointed by the Board of County Commissioners Member of the EOC Command Staff Primary Responsibilities Perform all the duties, tasks and responsibility of the EOC Manager in the absence of the EOC Manager Perform all duties, tasks and responsibilities as assigned by the EOC Manager when working in conjunction with the EOC Manager Must be appointed by the Board of County Commissioners 47

48 Deputy EOC Manager - continued Basic Skills: In-depth knowledge of EOC organization and EOC SOP Knowledge of major tasks of the subordinate sections Knowledge of disaster laws and regulations Knowledge of state and federal response and recovery programs Leadership skills Ability to manage consensus among different opinions Effective communicator, both oral and written Management experience Ability to delegate Analytical skills Able to maintain strict confidentiality Ability to produce meaningful reports 48

49 Deputy EOC Manager continued How is the Deputy EOC Manager activated? The Deputy EOC Manager will be contacted by the EOC Manager personally if the Deputy is needed to fill in for the EOC Manager or will be serving in conjunction with the EOC Manager. If the OEM Manager is not available to serve as the EOC Manager, the OEM Manager will advise a Deputy EOC Manager of her pending absence. If needed, the OEM staff will contact the appointed EOC Deputy Manager. Thereafter, new Deputy EOC Managers will be contacted by the current Deputy EOC Manager for full briefings. Training Required FEMA IS-100, IS-200, IS-300, IS-400, IS-700, IS-701, IS-702, IS- 703, IS-704, IS-775, G-191, IS-800, EOC 101, Position Specific Training, WebEOC, Fire Management Assistance Grant training 49

50 Deputy EOC Manager - continued General Tasks to be performed by Deputy EOC Manager If serving as the Deputy EOC Manager in the absence of the OEM Manager, be able to perform all functions and fulfill all duties of the EOC Manager as described in the EOC Standard Operating Procedures (SOP). If serving in conjunction with the EOC Manager, be able to fulfill and complete tasks as requested by the EOC Manager. Maintain a Staff Log that chronologically describes your actions and major events during an operational period. 50

51 Assistant to Manager Responsible to EOC Manager/Deputy EOC Manager Primary Responsibilities Provide administrative support to the EOC Manager/EOC Deputy Manager, as directed Attend meetings/briefings and provide written renditions of notes of meetings Assist the EOC Manager/Deputy EOC Manager with documenting the activities of the EOC which may include assisting with maintaining their staff logs 51

52 Assistant to Manager - continued Basic Skills: Effective organizational skills Ability to multi-task Effective communicator, both oral and written Ability to work under stress Able to maintain strict confidentiality Attention to detail Computer skills How is the Assistant to Manager activated? Initial activation by EOC Coordinator for first operational period Subsequent operational periods by Personnel Unit 52

53 Assistant to Manager - continued Training Required FEMA IS-100, IS-700, EOC 101, Position Specific Training, WebEOC General Tasks to be performed by the Assistant to Manager: Assist the EOC Manager and/or EOC Deputy Manager by providing administrative support functions including monitoring of EOC Command and voice mail messages Assist with coordinating schedules, meetings and interviews for the EOC Manager and/or the EOC Deputy Manager Attend planning meetings, strategy meetings and other meetings with the EOC Manager and/or EOC Deputy Manager and provide scribe services Disseminate meeting notes as directed 53

54 Assistant to Manager - continued General Tasks continued Document the activities of the EOC management which may include assisting with maintaining the EOC Manager s and/or Deputy EOC Manager s Staff Log Maintain a Staff Log that chronologically describes your actions and major events during an operational period. Specific end of operational period tasks for the Assistant to Manager If another person/shift is relieving you, thoroughly brief incoming staff of established procedures Advise EOC Manager or EOC Deputy Manager of any open actions which may need to be assigned to other EOC sections/staff Assist with preparing EOC Management table for the next operational period Complete After Action Review Survey 54

55 We have now reviewed the specific tasks for the positions within the EOC Management. There are, however, some tasks that all Staff need to complete regardless of the position title. 55 Tasks All Staff should do when arriving at the EOC: Sign in with the Sheriff s Office and at the EOC Obtain vest signifying your EOC Section or position Affix your name tag with first name only to your vest where it can be easily seen Locate your assigned seating position at your Section Check in with and obtain briefing from supervisor Begin your Staff Log with your arrival time Read and Review Your job description and tasks in the EOC s SOP Latest EOC Situation Report Current EOC Action Plan Incident Command Incident Action Plan

56 Tasks All Staff should do when leaving the EOC at the end of an operational period Complete and close-out Staff Log Brief incoming staff replacing you Complete an After Action Review Survey for the ending operational period Be sure the Documentation Branch has all your notes, s, forms, documents, etc. and if you have utilized an EOC thumb drive that you have returned that to the Documentation Branch Assist with preparing your Section Table for the next operational period Return vest Sign-out at EOC and through Sheriff s Office 56

57 When you are demobilized Complete all Staff Logs Make sure all messages, s, notes, etc. are forwarded to the Documentation Branch Return your work area to initial condition Advise your supervisor of any open actions They either must take care of them or Must assign to another EOC section/staff Complete the After Action Review Survey Return all equipment assigned to you, including vest Sign out in EOC as well as Sheriff s Office 57

58 Resources Available to Section Each Section has resources available to the staff members. Some of the resources available for the EOC Management are: On Section Table Section Information Book* Staff Log Book* EOC Staff Call Out List Phone Books Maps Office Supplies Telephones * See next slide for more information In EOC Storage Cabinet EOC SOP Kootenai County Emergency Operations Plan Kootenai County Evacuation & Reception Plan 58

59 The Section Information Book This book contains information about the event, EOC procedures and even a list of contacts this section may need. This book includes tabs for the following subjects: Situation Report EOC Action Plan Incident Command Action Plan Call-Out List EOC Phone List Staff Assignment List How to Save Documents How to Find EOC Forms WebEOC 59

60 Staff Log Books Each Section has its own Staff Log Book. This is where a copy of the staff s log from the operational period is placed. A new staff member coming in to fill the same position should read the previous staff member s log to acquaint themselves with the events of the previous operational period for that position. The EOC Management Log book is tabbed for the following positions: EOC Manager EOC Deputy Manager Assistant to Manager Legal Services Officer EOC Coordinator EOC Field Liaison Officer 60 EOC Safety Officer

61 FORMS, FORMS, FORMS The EOC has lots of forms During our discussion, we have mentioned several forms that either need to be completed, read, or utilized in order to complete the assigned tasks. Copies of all of the EOC forms are in the Appendix of the EOC SOP. These are copies reduced in size for review only. The actual form, most of them are available in electronic fillable, saveable format, can be found on the EOC s O drive or WebEOC. Any form can also be printed for manual completion. 61

62 The following forms may be used in the EOC Management and the EOC Management staff member should be familiar with them. Action Plan The EOC Action Plan is prepared by the outgoing Planning Section to provide guidance for the incoming staff with the objectives and strategies of the EOC for the current operational period. After Action Review Survey To be completed by all staff, after each shift or at the conclusion of the event to provide insight to the operation of the EOC. Briefing Agenda, Initial Size-Up or General Briefing A suggested format for use by the EOC Manager or others for the first size-up briefing or for other briefings as may be necessary. 62

63 Check-in/Check-Out Log All staff and/or visitors in the EOC must sign in and sign out EACH time they enter or leave the EOC. Demobilization Checkout Final check-out upon demobilization to be signed by all chiefs and branch directors for their respective units after completion of requirements of the Demobilization Plan. Demobilization Plan General format for Demobilization Plan listing responsibilities, priorities, and procedures for demobilization to be approved by all Section Chiefs and EOC Manager. Employee/Vehicle Log To be used by any EOC staff using a County vehicle during activation. 63

64 Financial Report - Detailed A suggested format for providing the EOC Manager with an upto-the minute detailed financial report of estimated and actual expenditures. Fire Management Assistance Declaration Request, FEMA A FEMA form to be completed during the event to request Fire Management Assistance Funding. HipLink Request for Geographical Alert Prepared by the Public Information Section describing the requested alert, the geographical description and the wording of the alert; and obtains approval of the EOC Manager or EOC Deputy Manager prior to release of the alert. 64

65 Message Form General Used for messages, reminders, etc. between EOC staff in order to make a record of the information, including time and date. (Printed with duplicate copies or available electronically.) Memorandum of Understanding (Kootenai County) A template to be used by the Finance Section, Procurement Unit for preparing a new Memorandum of Understanding. Mileage, Meals, and Other Expenses Record for requested reimbursement of approved personal vehicle mileage, meals and other expenses. Mission Request A form used to request assistance from Kootenai County Departments. 65

66 Objectives Suggested format to list objectives determined by Objectives Meeting. Project Agreement Local An agreement between another agency/municipality that specifies the requested assistance and the cost share allocation between Kootenai County and the other party Program Agreement State An agreement between Kootenai County and the State specifying the assistance needed and the cost share allocation between the State and the County. Resource/Supply Request The request form to be utilized by ALL who requests equipment, assets, personnel, material, etc. through the Logistics Section, Resource Branch. 66

67 Section Status Report Required to be completed by each Section Chief in a timely manner to assist Situation Branch in development of Situation Report and provide Personnel Unit with requested personnel for next operational period. Situation Report A report prepared by the Planning Section giving current incident information and the EOC status. Staff Assignment List Information submitted by all Section Chiefs and forwarded to the Planning Section for completion of the EOC Staff Assignment List which lists all EOC staff members and their position within the EOC organizational structure. 67

68 Staff Log To be completed by all staff, including EOC Managers and Deputy Managers, chronologically describing the primary actions taken during an operational period. Telephone Contact List A listing of all EOC staff with their respective position, telephone number and address, prepared for each operational period by the Planning Section from information provided by Section Chiefs. 68

69 There is also a Glossary of important terms in the Appendix of the EOC s SOP together with a list of acronyms. Following, however, are some terms a staff member of the EOC Management should be familiar with. Action Plan (EOC): Contains objectives reflecting the overall EOC strategy to support the Incident Command and specific and supporting information for the next operational period. The Plan may be oral or written. When written, the Plan may have a number of forms as attachments (e.g., safety plan, communications plan, map, etc.). Agency: An agency is a division of government with a specific function or a non-governmental organization (e.g., private contractor, business, etc.) that offers a particular kind of assistance. 69

70 Agency Representative: An individual assigned to the EOC from an assisting or cooperating agency who has been delegated authority to make decisions on matters affecting that agency's participation. Agency Representatives report to the EOC Coordinator. Allocated Resources: Resources dispatched to an incident by the EOC at the request of Incident Command. Area Command: An organization established to: 1) oversee the management of multiple incidents that are each being handled by an Incident Command System organization; or 2) to oversee the management of a very large incident that has multiple Incident Management Teams assigned to it. Area Command has the responsibility to set overall strategy and priorities, allocate critical resources based on priorities, ensure that incidents are properly managed, and ensure that objectives are met and strategies followed. Assigned Resources: EOC. Resources checked in and assigned by the 70

71 Chain of Command: A series of management positions in order of authority. Check-In: The process whereby resources, including personnel, first report to the EOC or a designated EOC location (e.g. JIC). Chief: The ICS title for individuals responsible for functional Sections (e.g., Planning, Logistics, and Finance). Command Staff: The Command Staff consists of the Public Information Officer, EOC Coordinator, Safety Officer, Legal Services Officers and EOC Field Liaison Officer. They report directly to the EOC Manager. They may have an Assistant or Assistants, as needed. Cooperating Agency: An agency supplying assistance other than direct tactical or support functions or resources to the EOC (e.g., Red Cross, etc.). Cost Sharing Agreements: Agreements between agencies or jurisdictions to share designated costs related to the incident. 71

72 Documentation Unit: Functional Unit within the Planning Section responsible for collecting, recording, and safeguarding all documents relevant to the incident. Emergency Management Manager: The individual that has coordination responsibility for jurisdictional emergency management. Emergency Operations Center (EOC): A pre-designated facility established by an agency or jurisdiction to coordinate the overall agency or jurisdictional response and support to an emergency. Emergency Operations Plan: The plan that each jurisdiction has and maintains for responding to appropriate hazards. Finance Section: The Section responsible for all incident costs and financial considerations. Includes the Time Unit, Procurement Unit, and Cost Unit. General Staff: The group of incident management personnel reporting to the EOC Manager. They may have one or more Deputies, as needed. The General Staff consists of the Planning Section Chief, Logistics Section Chief, and Finance Section Chief. 72

73 Incident: An occurrence, either human caused or by natural phenomena, that requires action by emergency service personnel to prevent or minimize loss of life, damage to property and/or natural resources. Incident Action Plan, Incident Command (IAP): Contains objectives reflecting the overall incident strategy and specific tactical actions and supporting information for the next operational period. The Plan may be oral or written. When written, the Plan may have a number of forms as attachments (e.g., traffic plan, safety plan, communications plan, map, etc.). Incident Commander (IC): The individual responsible for overall management of the incident. Incident Command Post (ICP): The location at which the primary command functions are executed. The ICP may be co-located with the incident base or other incident facilities. 73

74 Incident Command System (ICS): A standardized on-scene emergency management concept specifically designed to allow its user(s) to adopt an integrated organizational structure equal to the complexity and demands of single or multiple incidents, without being hindered by jurisdictional boundaries. Initial Action: The actions taken by resources which are the first to arrive at an incident. Jurisdiction: The range or sphere of authority. Public agencies have jurisdiction at an incident related to their legal responsibilities and authority for incident mitigation. Jurisdictional authority at an incident can be political/geographical (e.g., city, county, state, or federal boundary lines) or functional (e.g., police department, health department, etc.). Just-in-Time Training (JIT): Training provided by the Section Chief or Branch Director to any personnel within the section who have not received position specific training for the position they are assuming. 74

75 Message Center: The Message Center is part of the Service Branch of the Logistics Section. It is responsible for receiving and distribution of all incoming general communications for the EOC or OEM during activation. Mutual Aid Agreement: Written agreement between agencies and/or jurisdictions in which they agree to assist one another upon request, by furnishing personnel and/or equipment. Objectives: Statements of guidance and direction necessary for the selection of appropriate strategy(ies) by the EOC in order to support the Incident Command. Operational Period: The period of time scheduled for execution of a given set of operation actions as specified in the EOC Action Plan. Operational Periods can be of various lengths, although usually not more than 12 hours. Planning Meeting: A meeting held as needed throughout the duration of an EOC activation, to select specific strategies and tactics for EOC operations, services and support planning. The Planning Meeting is a major element in the development of the EOC Action Plan. 75

76 Resources: Personnel, supplies, facilities, and equipment available, or potentially available, for assignment to the EOC or as requested by the Incident Command. Strategy: The general plan or direction selected to accomplish EOC objectives. Supply Unit: Functional Unit within the Resource Branch of the Logistics Section responsible for ordering equipment, supplies and personnel (not EOC staff). Unified Command: In ICS, Unified Command is a unified team effort which allows all agencies with responsibility for the incident, either geographical or functional, to assign an Incident Commander to the Unified Command. The Incident Commanders in the Unified Command establish a common set of incident objectives and strategies. This type of command structure is accomplished without losing or giving up agency authority, responsibility, or accountability. 76

77 You are now ready to take the knowledge test for EOC Management. The test is in pdf format which you can complete electronically. Be sure and save a copy of your test to your computer or thumb drive and then the test to kcoem@kcgov.us as an attachment to your . Or you may mail the test directly to the OEM office at P. O. Box 9000 Coeur d Alene, ID You will be advised if you have missed any questions and an explanation of those you missed. The original certificate for completion of EOC Management Training will follow by US mail and a copy of the certificate will be placed in your training file. 77

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